MSD Onboarding Program for New Employees For MSD Human Resource Liaisons

Transcription

1 MSD/HR SECTION STANDARD OPERATING PROCEDURE MSD Onboarding Program for New s For MSD Human Resource Liaisons Onboarding Onboarding is the process of helping a new employee become a successful part of an organization. You only have one chance to make a good first impression. MSD s Onboarding Program consists of MSD Onboarding Home Page on MSD Intranet (mymsd). This is designed to be a one-stop shop for new employees, pulling together helpful announcements, links, MSD Onboarding Checklist o Although this checklist is designed for the MSD Division HR Liaison or supervisor to go through the checklist with the new employee, the new employee may go through the checklist independently, using hyperlinks to reach needed documents and forms. One employee found it very easy to go through the checklist when division staff was not available. o There are sections for Pre-Arrival, First Day and First Month. o The Division HR Liaison should send copies of completed checklist, signed by employee, supervisor and HR Liaison, to MSD Central HR, employee, and possibly supervisor within six weeks of the start date. MSD New EBook o The EBook is designed to be used independently by the new employee, providing administrative and human resources information needed by the new employee to become assimilated in the MSD organization. o It provides assistance in completing new employee benefits paperwork as well as information on benefits that may not be immediately available to the new employee. o It also brings together information on MSD organization, strategic plan and goals, facilities and a map of the service area. MSD New Orientation. This is a five-hour program providing an overview of MSD, giving new employees a chance to hear from MSD staff on the MSD Organization, Human Resources, tours of the Mill Creek Plant, Engineering and Administration Buildings. Welcome to new employee. This welcomes the new employee and provides links to above documents. It is copied to MSD Division HR Liaison and to supervisor. New employees tell us that MSD s Onboarding Program demonstrates the department s commitment to inclusion makes them feel that MSD is truly a well-run

2 organization, I am impressed with Onboarding instructions and documentation, which made it very easy for me to go through the onboarding process. In addition, research indicates that employees who participate in an Onboarding Program are more highly engaged, more productive and have higher retention rates, helping both the employee and department achieve organizational goals. Pre-Arrival Complete Pre-arrival section of Onboarding Checklist Keep in touch with new employee regarding progress of hiring process and potential start date. First Day Go through the First Day Checklist with the New If employee has not received welcome (copied to HR Liaison) by end of first day, notify MSD Central HR staff. First Month Complete the Onboarding Checklist, or ensure that it is being completed possibly by supervisor. Reinforce previous communications to employee regarding 31-day deadline for insurance forms and guarantee issue for disability and additional life insurance. (See Checklist, page 5 or New Hire Benefits To Do List, for the appropriate Salary Division, page 2, on Onboarding home page.) Support new employee in questions, especially about benefits, policies and the MSD organization. Provide oversight for completion of Checklist send copies of completed Checklist signed by the HR Liaison, new employee and supervisor, to MSD HR and the new employee within six weeks of start date. First Quarter through First Year Continue to support new employee Ensure that they have been enrolled and attend New Orientations for MSD, MSD Safety, and City of Cincinnati. Also communicate that all orientations are important and required for new employees. Continue to reinforce that new employees can use the MSD Onboarding Home Page and New EBook to learn about MSD, benefits, and policies.

3 Instructions for use of list with new employees: The MSD Division Human Resource (HR) Liaison will own the checklist, although certain activities will be performed by supervisors. The HR Liaison should go through the check list and designate what in division will be responsible for each item, to ensure that each item is reviewed, initialed or marked not applicable (NA), and that employee, supervisor, and HR liaison sign off on completed list. The original will be kept in division file; copies should be sent to MSD HR and new employee no later than five weeks after start date. To obtain the current Onboarding checklist (with hyperlinks to attachments), go to mymsd, link for Onboarding Home Page is at the bottom of every page under HR Information. Name/Title: I.D. HR liaison or Start : Pre- Arrival Checklist Set up clean and neat office/work area with supplies, reference materials. Contact MSD Help Desk to get new employee computer and phone, if applicable. (preferred) or call as soon as start date is set (at least 2 weeks before start date). Provide middle initial, info on what group(s) new employee should be in. Verify that computer is functioning before 1 st day. (A Communication Workflow Form is being developed to communicate computer/phone needs.) Notify division payroll clerk of name and start date of new employee. Make sure keys are available, if applicable. Communicate with new employee about When, where, and to whom to report on first day. Be specific about how to access building and notify guard or receptionist. How they should dress on first day. Meetings they are expected to attend in first week (supervisor) New phone number and address, if available. If employee phone number is not available, provide HR Liaison or supervisor s number as contact in case someone needs to reach him or her in first days. Notify MSD HR Clerk Typist 3/Receptionist of new employee s work phone number to include in MSD phone directory. Send message to City Communications Technology Services to add new employee s phone number to City of Cincinnati Phone Directory.

4 HR liaison or Pre- Arrival Checklist Schedule MSD New Safety Orientation (HR Liaison or supervisor) Send badge clearance form to MSD HR Clerk Typist 3, MSD Central HR as soon as start date is confirmed. Coordinate with MSD HR to get badge made before 1 st day Schedule MSD New Orientation Program Let coworkers know that new employee will be starting; ask them to welcome him or her. An announcement with employee s photo (optional) would be helpful. If feasible, show new employee his office/work space and surrounding area.

5 First day Welcome new employee, show office/work area. Introduce to co-workers; provide tour of general work area. Badge should have been made prior to first day and sent to HR Liaison. Provide badge and keys, if applicable; explain security and access issues. Provide overview of housekeeping/administrative items for job, for example, fax copiers supplies restrooms parking dress code or uniforms, if applicable, casual days Describe lunch options, for example, nearby lunch room or restaurants, show vending machines. Have employee complete MSD Information Form; send copy to MSD HR Administrative Technician within 3 days for entry in CHRIS (Cincinnati Human Resource Information System). Provide overview of computer, if applicable. City of Cincinnati Intranet: MSD Technology Use Policy Documents/Technology Use Policy.doc MSD Onboarding Home Page (show hyperlinks in checklist) spx Show MSD intranet Mymsd MSD intranet Provide gas key, if applicable Review phone system: Explain how to access audix and set up message on recorder, if applicable. Provide phone listings or show on intranet, include city, MSD, Cincinnati Bell frequently used numbers. Telecommunications Policy, Chapter 9.2 of City of Cincinnati Policies and Procedures, if applicable Provide copy of appropriate union contract, if applicable, and name and contact info for union steward or representative. Try not to make the first day overwhelming; have some breathing space!

6 Explain hours and payroll process: work hours core hours time clock, if applicable call in procedures holidays (provide holiday list) and vacation paydays overtime (time and one half or double time), compensatory time, or flex time policies. how to request time off; Leave of Absence (Form 25) Wastewater Engineering PD & PBD, Wastewater Administration, Office of Director, Stormwater Management Utility, and Information Technology Divisions Managers only: complete CHRIS Access Application (needed to approve payroll in these divisions). Safety information needed first day: Evacuation routes; (emergency response plan for your work location), locations of fire extinguishers, first aid kit, automatic emergency defibrillator (with simple directions to follow). Microsoft 2007: if new employee is not familiar with Microsoft 2007, interactive guides on mymsd IT training page may be helpful. Additional training is listed on MSD s IT Training Page. Safety gear: shoes voucher, if applicable; also other safety gear, as appropriate. First Month New s Job Go over job expectations (supervisor responsibility). Provide Job Aids, if available, (these are in draft stage) Do Job Aids need to be modified? Yes No Performance expectations and evaluations (supervisor responsibility) Develop core competencies/goals for Annual Performance Evaluation: o Division 1 employees (performance review form for AFSCME and other labor agreements) o Division 0 employees (CODE and unrepresented, go to Forms at top of City Matters home page, then the last item on Forms page is Performance Review for Division 0 employees) Review performance evaluation system and probationary period, if applicable. Explain Outlook Web Access: employees can reach their work at home.

7 Order business cards for employee, if applicable. About MSD MSD Structure and Organization Provide MSD Strategic Plan, (on right under links, includes link to poster which givers overview of entire plan). Go over MSD mission, vision, and values (page 2 at link). Explain how new employee s job contributes. Provide organization chart; present new employee s position in organization chart for their division. Introduce new employee to division head. Explain Project Groundwork, Consent Decree and Water in Basement programs Go over list of common MSD acronyms//abbreviations Health Benefits Remind employee to apply for Health Insurance as soon as possible, if applicable. He or she will have received application with benefit packet by the first day of employment. The employee should send completed form with required documentation to City of Cincinnati Risk Management. Application must be submitted within 31 days of first day of employment. Remind employee of flexible benefits. He or she will have also received information on this. New employees who are eligible for disability insurance have a 31-day eligibility period in which they can purchase guarantee issue life or disability insurance with minimal questions asked. Policies and Procedures (HR Liaisons may go through these with new employee or employee may review independently) Every City employee must follow the City of Cincinnati Human Resources Policy and Procedures (HRP&P), Civil Service Rules and Administrative Regulations. Policies and procedures below should be reviewed with new employees during the first month of employment. City Human Resources Policy and Procedure (HR P&P) Manual and Civil Service Rules show on intranet or provide copies of o Conditions of Employment, Chapter 2 of HR P&P o Benefits, Chapter 3 of HR P&P o Leaves of Absence, Chapter 4 of HR P&P o Performance Ratings and Probation, Chapter 11 of HR P&P and Civil Service Rule 10 o Discipline, Chapter 5 of HR P&P and Civil Service Rules 16 and 17. Copy of State of Ohio Code of Ethics publication, Ethics is

8 Everybody s Business. Prevention of Sexual Harassment, Administrative Regulation No. 25. Substance Abuse Policy, Administrative Regulation No.52. Americans with Disabilities Act, Administrative Regulation No. 41 Resolution of Concerns, Administrative Regulation No. 36 Policy on Violence in the Workplace, Administrative Regulation No. 49 Prohibiting Discrimination, Ordinance No Prohibiting Offensive or Derogatory Comments, Administrative Regulation 55 Social Media Policy, Administrative Regulation No. 59 Prohibiting Retaliation, Ordinance No Political for City s MSD Policies Provide copy of MSD Complaint Procedures Manual Provide copy of MSD Policy for Use of City Vehicles to employees who will drive city vehicles. Divisional policies and procedures Training Establish a plan for professional development. (supervisor responsibility) Utilize draft career path document (needs update of recent changes) Schedule required training: MSD New Orientation, City of Cincinnati mandatory (Tier 1) training courses: o City of Cincinnati New Orientation, (Note: this includes Sexual Harassment, Substance Abuse, and Workplace Violence) o Customer Relations (required for all employees), o Leadership Development Series, if applicable, o Performance Evaluation System, for Supervisors, Safety training at MSD Provide a copy of Green Safety book; to access go to: City Matters, Departments, Finance, Risk Management, Safety Eco Driving (required if you drive a city car)

9 Energy Awareness Training Other training, as applicable. Cincinnati State Technical and Community College- Environmental Engineering Technology (EVET). Provide name and contact info for Division Training Registrar Time sheet/payroll Train new employee to do timesheet Make sure employee gets 1 st paycheck & that it has retirement deduction Work-related activities Provide information on work-related activities, for example, fundraising activities or lunches, presentations on deferred compensation, health fairs, sports teams or golf outings. Directions to MSD Mill Creek Campus City of Cincinnati Discounts some companies offer benefits or discounts to City s Cell phone providers (Verizon, Cincinnati Bell, Sprint or check with your provider for others) Banks (CINCO credit union, 5 th /3 rd, or check with your bank for others) King s Island, Cincinnati Zoo, and others have discounts on special days, watch for flyers MSD Technology Partner discounts (or go to mymsd/it/technology at Home) Microsoft Home Use Program significant discount on MS Office Dell Purchase Program discounts on computers, accessories, electronics. HR LIAISON: Please obtain the following signatures, file copy in division nel file, provide copy to employee and send original to MSD Central HR no later than five weeks after the new employee starts working at MSD. New employee (please print name and job title and sign name) MSD HR Division Liaison (please print name and job title and sign name) Supervisor of new employee (please print name and job title and sign name)